HubSpot CRM Setup: The First 30 Days
A good HubSpot setup is boring on purpose: clean records, a few well-named properties, one pipeline and clear ownership. Most messy portals come from importing everything on day one and adding fields nobody uses.
How should you set up HubSpot?
Connect email and calendar, import companies then contacts, add only the properties your reports need, build one deal pipeline, and agree on lifecycle stages. Give one person ownership of the data model.
Which objects and properties do you need?
| Object | Holds | Key properties to add |
|---|---|---|
| Companies | Accounts | Industry, size band, ICP fit |
| Contacts | People | Role, lifecycle stage, lead source |
| Deals | Opportunities | Amount, close date, stage, primary reason |
| Tickets | Support requests | Category, priority (later, with Service Hub) |
Use dropdowns instead of free text so reports group cleanly. Write a description on every custom property.
How do you import without making a mess?
- Import companies first, matched on domain, then contacts matched on email.
- Clean the file first: one row per person, consistent country and industry values.
- Set marketing status on import so cold contacts don’t raise your contact tier. See HubSpot pricing.
- Tag each import with a source property, such as “Import: 2026-10 events list”.
- Only import contacts you have permission to email; CASL applies to Canadian contacts.
What naming rules should you set?
Prefix custom properties by team, write values in sentence case, and name lists and workflows with a purpose and date. Map UTMs and lead source to HubSpot’s source properties so reports match your UTM rules. Lead routing is covered in lead scoring and routing.
Every field needs a report.
If no report or workflow uses a property, don’t create it.
What should you check after 30 days?
- Duplicate contacts and companies merged.
- Every deal has an owner, amount and close date.
- Unused properties archived.
- Users have the least access they need.
- One dashboard shows pipeline by stage and source; see HubSpot reporting.
Frequently asked questions
How do I set up HubSpot CRM?
Connect email and calendar, import companies then contacts, add needed properties, build one pipeline and agree on lifecycle stages.
What should I import into HubSpot first?
Companies, matched on domain, then contacts matched on email, then deals.
How many custom properties should I create?
Only those a report or workflow needs. Most early teams need fewer than 20.
How do I avoid duplicates in HubSpot?
Match imports on email and domain, and review the duplicates tool monthly.
Who should own HubSpot?
One person who controls properties, imports and permissions.
Should old contacts be marketing contacts?
Only if you will email them. Set the rest to non-marketing to control cost.